Cotutelle Procedures

Purpose

The purpose of these Procedures is to outline the process for developing and administering Cotutelle agreements under the Cotutelle Policy.

Definitions

For the purposes of these Procedures the following definitions apply:

“Cotutelle” means a bilateral graduate enrolment/co-enrolment and exchange agreement between two universities, normally in different countries (the Home Institution and the Host Institution). Cotutelle arrangements are predominantly offered at the doctoral level; regardless of degree level, the value of the arrangement to a student’s research and/or other relevant academic or professional development must be justified.

“Home Institution” means the university in which the graduate student is enrolled.

“Host Institution” means the university which the graduate student will work with to gain external research experience.

“Individual Cotutelle Agreement” means an agreement establishing the academic, administrative, and financial terms under which an individual student may participate in a Cotutelle between the University and a Partner Institution.

“Institutional Cotutelle Framework Agreement” means an agreement establishing the general academic, administrative, and financial terms under which multiple eligible students may participate in a Cotutelle between the University and a Partner Institution.

“Partner Institution” means the university that Ontario Tech is working with for any given Cotutelle agreement.

“Research-based Master’s” means a Master’s-level graduate program in which students must write and defend a research thesis as part of the degree requirements.

Scope and authority

These Procedures apply to doctoral and Research-based Master’s students enrolled at the University or a Partner Institution, and Faculties or programs interested in participating.

The Dean of Graduate and Postdoctoral Studies, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration, and interpretation of these Procedures.

Procedures

Administration of a Cotutelle Program

1. Students participating in a Cotutelle program are admitted and registered as full-time students in both participating institutions simultaneously.

2. Normally, the student will only pay tuition fees to the Home Institution.

3. Any additional financial commitments or fees must arise from the mutual agreement of both institutions and be clearly indicated in the Cotutelle agreement.

4. The students’ graduate studies will meet the program requirements of both institutions and are subject to the rules and regulations at both institutions. Students will carry out their research work under the joint supervision of one or more thesis supervisors from each institution. The thesis is defended at the Home Institution.

5. Before entering into a Cotutelle agreement, the student and their supervisors from both institutions will determine a detailed study schedule and academic path. This will include the timeline of study periods at both institutions, the time and location of learning activities, and all required courses.

6. When Ontario Tech University is the Home Institution, the minimum duration of residency at Ontario Tech for doctoral students is six full-time terms. When Ontario Tech University is the Host Institution, the minimum duration of residency at Ontario Tech for doctoral students is three full-time terms.

7. When Ontario Tech University is the Home Institution, the minimum duration of residency at Ontario Tech for Research-based Master’s students is the equivalent of half the standard full-time program length. When Ontario Tech University is the Host Institution, the minimum duration of residency at Ontario Tech for Research-based Master’s students is normally two full-time terms.

8. Normally, students will have completed their coursework at the Home Institution prior to engaging in a Cotutelle agreement. All required courses, including already completed courses, must be laid out in the academic path of the Cotutelle agreement.

9. For doctoral students, when Ontario Tech University is the Home Institution and the candidacy exam is not completed in advance of engaging in a Cotutelle agreement, it will be administered according to the Ontario Tech Doctoral Candidacy Examination Policy.

10. Thesis-based work will occur at both institutions as defined in the Cotutelle agreement.

Action to Engage in an Individual Cotutelle Agreement

1. The student must already be registered in the graduate program at the Home Institution.

2. The student approaches their thesis supervisor(s) for initial approval to establish a Cotutelle agreement. It is anticipated that an expression of interest between the supervisors at each institution has already taken place. The supervisor or Graduate Program Director (or equivalent) must send a note declaring their intent to the Ontario Tech School of Graduate and Postdoctoral Studies. If approved in principle, the student and supervisor(s) develop a draft of the Cotutelle file.

3. When Ontario Tech University is the Home Institution, the Cotutelle file shall include:

   1. A completed copy of the Cotutelle Agreement Template

   2. A written summary of the student’s research project signed by the thesis supervisors at both institutions;

   3. The anticipated academic path for the full program duration, including the sequence of study periods at both institutions and any required courses;

   4. A letter from supervisors from both institutions indicating their agreement to supervise the student under the Cotutelle and the value added to the student’s research and/or other relevant academic or professional development;

   5. Details on how the student will fund their studies at the Host Institution;

   6. Any additional financial requirements or other administrative considerations;

   7. Approval from the Graduate Program Director;

   8. Approval from the Faculty Dean;

   9. Approval from the Dean of Graduate and Postdoctoral Studies.

4. When Ontario Tech University is the Host Institution, it is recognized that the Partner (Home) Institution may have a specific process for establishing a Cotutelle agreement. Nonetheless, it is expected that the Cotutelle file will contain items a) through f) listed above in addition to any appropriate approvals from the Partner (Home) Institution.

5. Once completed, the Cotutelle file is shared with the appropriate authorities at the Host Institution for review. When Ontario Tech University is the Host Institution, the Cotutelle file is to be reviewed by all Ontario Tech signatories listed in section 6.7 of these Procedures to obtain their agreement in principle.

6. After the Cotutelle file has been reviewed by the Host Institution, the student applies for admission to the Host Institution.

7. Once the student is admitted to the Host Institution, the Cotutelle file is considered finalized and the Cotutelle agreement is signed. The following signatures must be included:Ontario Tech Faculty Dean (and normally their counterpart at the Partner Institution);

   1. Dean of Graduate and Postdoctoral Studies or equivalent at both institutions;

   2. Ontario Tech Graduate Program Director (and normally their counterpart at the Partner Institution);

   3. Thesis supervisors from both institutions;

   4. Student;

   5. Any additional signatures as required by the Partner Institution.

Creation of an Institutional Cotutelle Framework Agreement

1. The request to create an Institutional Cotutelle Framework Agreement may be initiated by a Dean or Graduate Program Director (or equivalent) at Ontario Tech University or a Partner Institution.

2. It is acknowledged that the exact composition of the agreement will depend on the requirements of both institutions and the relevant program(s). However, at minimum, the agreement should provide for the following:

   1. When the agreement is specific to (a) particular graduate program(s), the anticipated academic path for participating students, including course requirements and the sequence of study periods at both institutions;

   2. Any required fees or financial obligations;

   3. Details regarding the administrative documents and approvals required to engage individual students under the framework agreement (e.g., short-form student participation record);

   4. Any additional administrative considerations.

3. Further information and details may be requested to justify the existence and structure of the proposed agreement, such as evidence of recurrent student interest.

4. Any further consultation with relevant authorities at both institutions (e.g., legal or international units) is to be conducted in advance of finalizing the agreement.

5. To finalize the agreement, the following signatures must be included:Dean of Graduate and Postdoctoral Studies or equivalent at both institutions;

   1. Ontario Tech Faculty Dean(s) (and normally their counterparts at the Partner Institution) if the agreement is limited to one or more specific Faculties;

   2. Ontario Tech Graduate Program Director(s) (and normally their counterparts at the Partner Institution) if the agreement is limited to one or more specific programs;

   3. Any additional signatures required by the Partner Institution.

Cotutelle Arrangements for Students Covered by an Institutional Cotutelle Framework Agreement

1. Eligible students may participate under the framework established in the existing agreement without requiring a full Individual Cotutelle Agreement.

2. In such cases, the following is required at minimum:

   1. Confirmation of supervision at both institutions;

   2. An attestation signed by the Ontario Tech Graduate Program Director confirming the student is and will continue to be in compliance with the conditions of the framework agreement;

   3. Details on how the student will fund their studies at the Host Institution;

   4. Any documentation and approvals required by the framework agreement.

3. A record of all participating students will be shared with the School of Graduate and Postdoctoral Studies.

Any signed Cotutelle agreement represents a binding contract between all parties involved (student, supervisors, and administrators) to ensure successful completion of the student’s graduate program.

It is expected that regular information-sharing takes place with regard to all current Cotutelle agreements (individual and framework agreements). The School of Graduate and Postdoctoral Studies will monitor student numbers, operations, research output, and financial implications. Consequently, changes to agreements or to the number of students allowed under an Institutional Cotutelle Framework Agreement may be implemented accordingly.

Monitoring and review

These procedures will be reviewed as necessary and at least every three years. The Dean of Graduate and Post Doctoral Studies or successor thereof, is responsible to monitor and review these Procedures.

Relevant legislation

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Related policies, procedures & documents

Cotutelle Policy

Cotutelle Agreement Template

Intellectual Property Policy

Responsible Conduct of Research and Scholarship Policy

Doctoral Candidacy Examination Policy